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Removing Old Contacts once disabled in AD

Posted on 2014-03-25
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Last Modified: 2014-04-30
HI There,

not sure if i am driving up a beaten track here however I was wondering if there was a way so that when users are disabled in exchange or Active Directory they can be removed from peoples contacts in there outlook?

Basically when we sync our phones with exchange we add all the address book to the contacts in there outlook so all of the contacts end up on the end users phone.

the issue we have is when someone leaves that phone can be delegated to another staff member, then another etc.

does anyone know of a way we can remove disabled users from staffs contacts so in turn will remove them from the phone?

issue is some staff have around 10 people in there phones for multiple numbers and means they have to delete old contacts one by one.

would be great if there was a way.
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Question by:Ostwalds
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19 Comments
 
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by:rick81
rick81 earned 500 total points
ID: 39954983
go into your exchange management.  then go to mailboxes, right click on the user, properties.  there is an option to "hide from exchange lists' tick this and OK.

this will hide them from the address list.  give it overnight for the list to update on your workstations
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Author Comment

by:Ostwalds
ID: 39954986
Hi Rick,

Thanks for the post, even after we still hide them the contact stays in the end users contacts list.

is there a way to force removal of that contact from that list?
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LVL 6

Expert Comment

by:rick81
ID: 39954990
the phone must be caching the contacts.

get a test phone, delete the email account and re-add it.  see if the contact are there then.
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LVL 6

Expert Comment

by:rick81
ID: 39954991
and if its an iphone and it prompts to keep contacts, say no, delete from phone.
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by:Ostwalds
ID: 39955016
Not sure if it is an outlook issue or a phone issue however just checked now at some hidden members that have been hidden for quiet some time now and they are still in the contacts,

they are hidden from the address book however but remain in the contacts,

the way we do it is open up the address book, select all users then right click and go add to contact, from there every now and again our staff do this and click update rather than add to update any existing and add new contacts,

so essentially there is no real automated way for when new starters start to add them into the contacts?

tried the phone thing, still same contacts.
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LVL 6

Accepted Solution

by:
rick81 earned 500 total points
ID: 39955024
if you're manually adding contacts from your address book.  in essence making a copy to the local machine, then you'll manually need to adjust these on each device.
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LVL 6

Expert Comment

by:rick81
ID: 39955025
do they need to be added into contacts?  you cant just view the address from the global address list?

or from new > to (when sending a new email)
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Author Comment

by:Ostwalds
ID: 39955027
yeah for some reason if we do not add them to the list of contacts they do not show up on the phone,

would be much easier if we could change it to the Global Address Book or something as i think this would eliminate the issues.
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LVL 6

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by:rick81
rick81 earned 500 total points
ID: 39955029
yeh you definatley want to use GAL.
what type of phones are you using.  when you setup the accounts on phones there should be an option on what to sync.  assuming its an iphone and you have exchange accounts, etc.

you set Contacts to ON.
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LVL 6

Expert Comment

by:rick81
ID: 39955030
just as you would have for mail, calendar, etc
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Author Comment

by:Ostwalds
ID: 39955032
yeah we use Android and iPhone,

if we dont have the address book copied to the contacts it will not pull down any contacts at all, (with the contacts turned on to sync)

as soon as we add all of the address book to the contacts then we start seeing them show.
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LVL 6

Expert Comment

by:rick81
ID: 39955034
no sure on android but if you have contacts ON on iphone (under the email account settings) it will sync with the GAL.  you might need to wait a few minutes for it to update.
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Author Comment

by:Ostwalds
ID: 39955042
sorry Rick i may have misguided,

they do get connected to the GAL for emails etc however am trying to figure out a way as the contacts from the outlook automatically get added to the phone contacts with there numbers etc.
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LVL 6

Expert Comment

by:rick81
ID: 39955044
im confused.  do you have an exchange server?
your computers can see the GAL right?
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Author Comment

by:Ostwalds
ID: 39955050
apologies and appreciate your help.

yeah we are using exchange 2010.

yeah can see the GAL, can also email to the GAL (on phone emails) however they do not show up as phone contacts with there numbers etc. until we sync the address book into the specific users contacts.
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LVL 6

Expert Comment

by:rick81
ID: 39955057
ok i just tested this.  i have multiple exchange accounts, connected to different exchange servers.  i turned contacts on, on one of the accounts, check contacts and didn't appear.

under the contact lists though there is a Groups option in the top left.  clicked on that and then that give a tick option for the Exchange GAL.  (by default it appears to be unticked)  ticked it and all the GAL contacts appeared.

i have an iphone running IOS7.
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LVL 6

Expert Comment

by:rick81
ID: 39955058
actually they didnt show up.  i can only select the GAL and search for individual contacts.  :(

maybe this is a limited design.  hence your issue.
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LVL 6

Expert Comment

by:rick81
ID: 39955064
hmm i did this with another account (a main account i use) and it pulls in my autocomplete list.  same options for GAL.  have to go to group and search manually for it.

sorry i gave you incorrect info before.  this seems to be the way it works unfortunately.
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LVL 6

Expert Comment

by:rick81
ID: 39955069
this link shows searching through the GAL on Iphone.

http://www.colorado.edu/oit/tutorial/exchange-use-global-address-list-gal-apple-mobile-devices

i've looked around and see no solution apart from the workaround you have been doing.  copying address book to contacts.  which is something you'll have to manually manage.

sorry i cant help more.

unless someone else out there has an idea?
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